Executive Assistant

**Job Overview**

Provides support to senior management with organisation, scheduling, correspondence, and meetings. Responsible for office organisation and administration. Ensures effective coordination of tasks, supports facilities management, and serves as a reliable point of contact for senior leadership.

**Key Responsibilities and Duties**
- Primary Responsibility: Provide dedicated and proactive support to the Operations Director, serving as their primary point of contact and ensuring their priorities are managed effectively.
- Develop a deep understanding of the Operations Director's preferences, priorities, and decision-making style to act on their behalf when required.
- Manage the Operations Director's calendar, scheduling meetings, appointments, and ensuring all logistics are arranged efficiently.
- Log and reconcile the Operations Director's business expenses and ensure timely submission.
- Assist with logging the M&E Category Director's expenses and scheduling meetings as required.

**Additional Duties**
- Organise and schedule meetings for other Directors when necessary, ensuring all logistics are planned effectively.
- Manage HR-related requests for the Operations Director, including scheduling probation meetings, drafting letters, and organising quarterly catch-ups.
- Facilitate onboarding for new starters, ensuring inductions, ICT equipment, company cars if necessary, and phones are arranged.
- Create and prepare meeting agendas, presentations, and supporting materials for the Operations Director and broader leadership team.
- Implement and maintain procedures and administrative systems to enhance operational efficiency.
- Provide general administrative support to the wider team, prioritising the Operations Director's needs, as well as the wider Operations team.
- Take accurate minutes during meetings attended by the Operations Director, ensuring timely distribution to stakeholders.
- Greet visitors and clients, maintaining a professional and welcoming environment.
- Liaise with HR and IT to facilitate onboarding for new hires, ensuring all necessary equipment and resources are arranged.
- Maintain a clean, safe, and professional office environment, addressing facility issues promptly.
- Act as a follow-up manager to ensure timely completion of actions from the Operations Director's meetings or directives.
- Support facilities management, coordinating office repairs and maintenance when necessary.

**Person Specification**

**Education**:
**Essential**

GCSE Maths and English grade ‘c’ or above, or equivalent

**Work experience**:
**Essential**

Experience of diary management and meeting scheduling

Experience of travel booking

Experience of setting up and developing procedures and administrative systems

Experience of minute taking

Experience of client-facing work

**Desirable**

Experience of working as Personal Assistant or Executive Assistant
Experience of working in successful SME

Experience of reporting to General Manager level (or equivalent)

**Skills**:
**Essential**

High level of proficiency in Outlook, Word, Excel, and Power Point

High attention to detail and organisational skills

Strong administrative skills

**Personal Attributes**:
**Essential**

A driven individual with a high degree of autonomy

A highly organised individual with the ability to work calmly under pressure

Excellent interpersonal and influencing skills

Maintains confidentiality and discretion; brings emotional intelligence

NO AGENCIES PLEASE.

**Job Types**: Full-time, Permanent

Schedule:

- Monday to Friday

Work Location: In person